online · online certification reporting application • secure web‐based application •...
TRANSCRIPT
Online Certification Reporting Application• Secure web‐based application• Electronically transmits course completions to DDS• Updates driving records with course completions• Generates standard Certificates of Completion• Creates an electronic record of a student
• Microsoft Internet Explorer, Version 5 or higher, is the only supported browser. OCRA will not function properly with Google Chrome, Safari or Firefox.
• Adobe Acrobat Reader, Version 8 or higher, is required to view and print certificates.
• Turn off pop‐up blockers on Internet Tools.
• There is an automatic log off after 10 minutes of inactivity.
• Enter Class Details• Add Students to Class
Save Class Roster
• Finalize Class• Indicate if students completed course
Print Certificates of Completion • Course Completions
Transmitted to DDS• Driving Records Updated
DONE
Enter DDS assigned User ID and password. You will be prompted to
change your password the first time you log in and or have your
password reset.
• Certified DT Private School Owners and Public High School Directors will have automatic access to OCRA. Log‐ininformation will be included in approval packet.
• Certified DT Instructors have access to finalize and print certificates with school’s approval.
• Certified DT Private School Owners and Public High School Directors must use the OCRA Administrator Privilege Form to allow office staff access to OCRA or to remove access for staff no longer employed with the school.
• For security and liability reasons, OCRA users should NEVER allow someone else to use their OCRA user name or password.
• Users may reset their password by using the Forgot Password link on the OCRA sign‐in page or send a request from their personal email to [email protected].
1) Enter student information2) Click Confirm3) If address box opens,
enter address and click Confirm
The student’s driving record will only be updated if the correct information is entered.
• First, Middle, and Last Name• Date of Birth• DL/ID/Permit # or SSN• Gender
2. Click Go To Roster to add or remove students
1. Correct Start Time and/or End Date if
necessary and then click Save
Use the Remove button to remove students who
have not completed appropriate class
Click Confirm and Save
Enter student information to add new student into
class roster
OR
THEN
• Only choose one course type when adding a class.
• Students in a 30/6 class can be finalized separately onlyafter they have all completed the 30 hour course and as they each finish their individual 6 hour behind‐the‐wheel training.
• Students in a 30/6 class that do not complete both trainings, but desire a certificate for the training they did complete, must be removed from the 30/6 roster before finalization. They should be added to an appropriate 30 hour or 6 hour BTW class and then finalized.
2. Click Save if everything is correct
1. Review for accuracy and Click Return to data
entry screen link if Pass/Fail options need
to be corrected
Certificates can be printed in black and white
or color
Change printer settings to: “Print Color Images in
Black and White” if printer is out of color ink
1. Correct name spellings, date of birth, SSN, Permit #
and/or gender
2. Click Confirm
NOTE: If address box opens, enter address and click Confirm
You must see this message. If it does not
appear, search for student again to see if changes
were saved. If not try again to correct the information
and it if still does not work, contact RCD OCRA
Support.
Do NOT enter a student more than once to correct
their information.
After you correct the student information, you must print the certificate again to retransmit the
certificate to the student’s driving record. Give the
student the corrected certificate and destroy the
incorrect one.
3. Enter class search details and click Search
1. Remove all students from the roster through the Edit Course function
then save the roster
2. Click on Cancel Course
4. Click Cancel
1. Click on the drop down box and choose a reason that is closest to the reason for the class
cancellation.
2. Click Save
Click OK and class will be removed from OCRA
NOTE: Email your field analyst immediately to inform them of the class cancellation
1. Print out class roster after class is finalized and place in class file
2. Click on Reports
3. Click on Class Roster Details
Schools may issue certificates the next business day after class• Email to Student• Mail to Student (verify mailing address)• Pick up by Student
Schools may email certificates to students (PDF format)• Start obtaining email addresses during registration• Amend contracts to capture student’s email address
Record Updated means the student’s driving record was updated with the course completion.
Record Not Found means a matching driving record was not found.
• “Record Not Found” certificates are valid• Go to Student Maintenance in Main Menu to update
student’s information and reprint certificate
Record FoundServer busy
• Record is in a queue waiting to be updated• Usually updates within 15 minutes but can take up to two (2)
hoursOR
The OCRA student information does not match close enough to update the driving record.
• Common issuesMiddle nameGenderIncomplete first name (Greg/Gregory; Will/William)
Student Information• Go into Student Maintenance to correct name, DL#, SSN,
date of birth and gender• Save Student Record• Reprint certificate• Do not enter a second record for the student and issue
another certificate• Do not set up another class for that student to issue them
another certificate• Contact RCD OCRA Support if problems occur when trying
to enter the corrected information
Incorrect Course End Date• Use the Edit Course function to correct the end date• Save the class• Reprint the certificates• Do not set up another class with the corrected end date
and issue students another certificate• Contact RCD OCRA Support immediately to notify them of
errors regarding students finalized incorrectly, duplicate certificates issued, or technical problems.
678.413.8803 – Denae Hartsfield678.413.8859 – Lynne Swaney678.413.8746 ‐ Anna Rhoades
678.413.8745 – RCD main [email protected]
Compliance Analysts